> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/lopiv2/invenicum/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Items

> Learn how to create, edit, and manage inventory items in Invenicum

## Overview

Items (also called assets or inventory items) are the core objects you track in Invenicum. Each item belongs to an asset type and can have custom fields, images, location tracking, and more.

## Creating Items

### Manual Creation

<Steps>
  <Step title="Navigate to Asset Type">
    From the sidebar, select your container, then click on **Asset Types** and choose the type you want to add items to.
  </Step>

  <Step title="Click Create New">
    Click the **Create Asset** button in the asset list view.
  </Step>

  <Step title="Fill Required Fields">
    Complete the main data section:

    * **Name** (required): The item's display name
    * **Description**: Detailed information about the item
    * **Location**: Select where the item is stored
  </Step>

  <Step title="Add Stock Information">
    In the Stock & Codification section:

    * **Barcode**: Unique identifier (can be scanned)
    * **Quantity**: Current stock amount
    * **Minimum Stock**: Alert threshold for low inventory
  </Step>

  <Step title="Add Custom Fields">
    Fill in the specifications defined in your asset type (e.g., model number, purchase date, warranty info).
  </Step>

  <Step title="Add Images">
    Upload photos in the Gallery section. You can add multiple images per item.
  </Step>

  <Step title="Save">
    Click the floating **Save** button to create the item.
  </Step>
</Steps>

<Tip>
  **Pro Tip**: For serialized items (like laptops), quantity is automatically set to 1. For non-serialized items (like cables), you can track larger quantities.
</Tip>

### AI-Powered Creation

If AI is enabled in your workspace, you can use Magic AI to auto-fill item data from a product URL.

<Steps>
  <Step title="Click Magic AI Button">
    On the item creation screen, click the **AI Magic** banner at the top.
  </Step>

  <Step title="Enter Product URL">
    Paste a link to an online product page (e.g., Amazon, manufacturer website).
  </Step>

  <Step title="Wait for Extraction">
    The AI will analyze the page and extract:

    * Product name and description
    * Images
    * Specifications matching your custom fields
    * Barcode/UPC if available
  </Step>

  <Step title="Review and Save">
    Highlighted fields show what was auto-filled. Review the data and click Save.
  </Step>
</Steps>

<Note>
  Extracted fields will be highlighted for 3 seconds so you can easily see what was auto-populated.
</Note>

## Bulk Importing Items

For adding many items at once, use the CSV import feature.

<Steps>
  <Step title="Access Import Screen">
    From the asset list, click **Import CSV** in the toolbar.
  </Step>

  <Step title="Select CSV File">
    Click **Choose File** and select a CSV file with semicolon (`;`) delimiters.
  </Step>

  <Step title="Map Columns">
    Match your CSV columns to item fields:

    * **Name** mapping is required
    * Map other columns to description or custom fields
    * Unmapped columns are ignored
  </Step>

  <Step title="Start Import">
    Click **Start Import** to create all items. The system will skip rows with missing names.
  </Step>
</Steps>

<Tip>
  The import tool automatically tries to match column headers by name. If your CSV has a "Name" column, it will auto-map to the Name field.
</Tip>

## Editing Items

<Steps>
  <Step title="Open Item Details">
    Click on any item in the asset list to view its details.
  </Step>

  <Step title="Click Edit">
    In the detail view, click the **Edit** button in the top-right.
  </Step>

  <Step title="Modify Fields">
    Update any field including:

    * Basic information (name, description)
    * Location
    * Stock levels
    * Custom field values
    * Images (add/remove)
  </Step>

  <Step title="Save Changes">
    Click the **Save** button to apply your edits.
  </Step>
</Steps>

## Deleting Items

<Steps>
  <Step title="Open Item Details">
    Navigate to the item you want to delete.
  </Step>

  <Step title="Click Delete">
    In the item detail screen, click the **Delete** button.
  </Step>

  <Step title="Confirm Deletion">
    Confirm the action in the dialog. This action cannot be undone.
  </Step>
</Steps>

<Note>
  **Warning**: Deleting an item permanently removes it and all associated data including images and history. Consider setting quantity to 0 instead if you want to keep records.
</Note>

## Working with Images

### Adding Images

1. In the **Gallery** section, click **Add Image**
2. Select one or multiple image files from your device
3. Images are uploaded as base64 data and stored with the item

### Managing Images

* **Reorder**: Images are displayed in the order they were added
* **Remove**: Click the X button on any image to delete it
* **View**: Click an image to see it full-size

<Tip>
  Images are stored efficiently as base64. For best performance, use images under 2MB each.
</Tip>

## Custom Fields

Custom fields are defined at the asset type level and appear in the **Specifications** section.

### Field Types

* **Text**: Free-form text input
* **Number**: Numeric values
* **Price**: Monetary values (automatically converted to base currency)
* **Date**: Date picker
* **Boolean**: True/false toggle
* **Dropdown**: Select from predefined options (data lists)

### Working with Dropdowns

Dropdown fields pull options from Data Lists:

1. Select a value from the dropdown menu
2. Options are loaded dynamically from the container's data lists
3. If no options appear, check that the data list is properly configured

## Search and Filter

### Global Search

Use the search bar at the top of the asset list to find items by:

* Name
* Description
* Location name
* Custom field values

### Column Filters

Click the filter icon in any column header to filter by specific values:

* **Text fields**: Partial match (contains)
* **Number fields**: Exact match, or use operators:
  * `>10` - Greater than 10
  * `<5` - Less than 5
  * `>=20` - Greater than or equal to 20
  * `10-20` - Range between 10 and 20

### Location Filter

Filter items by storage location using the location selector.

### Counter Filter

For custom field counting:

<Steps>
  <Step title="Click Count Filter">
    In the asset list toolbar, click the count filter icon.
  </Step>

  <Step title="Select Field and Value">
    Choose a custom field and enter a specific value to count.
  </Step>

  <Step title="View Results">
    The list filters to show only matching items, with a count displayed.
  </Step>
</Steps>

## View Modes

### List View

The default table view showing:

* All columns including custom fields
* Sortable headers
* In-line filtering
* Pagination controls

### Grid View

Switch to grid view for a visual card-based layout:

* Click the grid icon in the toolbar
* Shows item images and key information
* Better for visual browsing

### Gallery Mode

Click the gallery icon to open a full-screen 3D cylindrical gallery:

* Navigate with arrow keys or mouse
* Immersive viewing experience
* Press X or ESC to exit

## Best Practices

<Tip>
  **Consistent Naming**: Use a consistent naming convention for easier searching (e.g., "Laptop - Dell XPS 15 - Serial123").
</Tip>

<Tip>
  **Add Images Early**: Upload photos when you first add items. It's harder to remember to do it later.
</Tip>

<Tip>
  **Use Barcodes**: Even if you don't have a scanner, barcodes are great unique identifiers that prevent duplicates.
</Tip>

<Tip>
  **Set Minimum Stock**: Configure min stock levels so you get alerts when supplies run low.
</Tip>

<Tip>
  **Location Matters**: Always assign items to specific locations. This makes physical inventory checks much faster.
</Tip>

## Common Questions

### Can I change an item's asset type after creation?

No, the asset type is fixed when you create an item. To move an item to a different type, you'll need to delete and recreate it, or duplicate it to the new type.

### What happens if I change custom fields in the asset type?

* **New fields**: Will appear empty on existing items
* **Deleted fields**: Data is preserved but no longer displayed
* **Renamed fields**: Data is preserved under the old field ID

### How do I handle items with serial numbers?

For serialized asset types, each item represents a single physical object. Use the barcode or a custom "Serial Number" field to store the unique identifier.

### Can I export my items to Excel?

Yes! Use the Reports feature to generate Excel exports of your inventory. See the [Reports guide](/guides/reports) for details.

## Related Topics

* [Asset Types](/guides/asset-types) - Learn how to define custom fields
* [Locations](/guides/locations) - Set up storage locations
* [Loans](/guides/loans) - Track items you've lent out